Booking Code






Table of content
1 WHERE TO FIND THE BOOKING CODES
2 SETUP A BOOKING CODE
2.1 Tab "Booking Code"
2.2 Tab "Options 1"
2.3 Tab "Options 2"
2.4 Tab "Texts"
2.5 Tab "Service types"
2.5.1 Subtab "Code"
2.5.2 Subtab "Options"
2.5.3 Subtab "Textmodule"
2.5.4 Subtab "Extra beds"
2.6 Tab "Periods"
2.7 Tab "Text module"
2.8 Tab "Warnings"
2.9 Tab "Print parameters"
3 EXAMPLE FLIGHT BOOKING CODE
3.1 Tab "Booking Code"
3.2 Tab "Options 1"
3.3 Tab "Options 2"
3.4 Tab "Flight"
3.5 Tab "Service Type"
3.6 Tab "Periods"
4 COPY/DELETE A BOOKING CODE
4.1 Copy
4.2 Delete

WHERE TO FIND THE BOOKING CODES

Menu "Travel" / "Services"

The following window opens. All booking codes are stored in the different folders

SETUP A BOOKING CODE

Right mouse click on the designated folder and select "Create New Booking Code"

Tab "Booking Code"

Fill out the following dialog

Catalogueeach booking code will be setup in a certain catalogue
Booking nameenter the name of the hotel in German and French (multilingual field) but without the title "hotel" this field wont be printed on any document Attention: comma etc. are not allowed because of CETS
Booking code enter the booking code  Definition of the booking codes:
HotelIATA code of the city plus 6 letters of the hotel name
Example Hotel Regent Esplanade, Zagreb
Code ZAGREGESP
FlightIATA code of departure city, gap, IATA code of arrival city plus airline code
Example Zurich-Zagreb with Croatia Airline
Code ZRH ZAG/OU
TransferIATA code of the city, TRA for Transfer followed by B for Bus or P for Private
Example Privat Transfer Zagreb Flughafen-Hotel retour
Code ZAGTRAP
RoundtripIATA code of the departure city plus 6 letters of the roundtrip name
Example Grosse Balkanrundreise, ab Zagreb
Code ZAGGROBAL
CruiseIATA code of the departure city plus 6 letters of the cruise name
Example Royal Clipper Kreuzfahrt, ab Rom
Code ROMROYCLI
Flight ArrangementIATA code of the destination city, FLO for Flight Only Package followed by Airline Code
Example Nur Flug Arrangement Zürich-Zagreb mit Croatia Airlines
Code ZAGFLOC/OU
RequirementSelect the right requirement from dropdown box

Requirement typeleave open
Price chartsin this window you can link purchase and selling price chart to a booking code (see manual Price Chart)
Manual prices allowedalways flag
Cancellation / Book.changein these fields you can link special cancellation and/or booking change charts to the booking code (leave open if the standard charts are applying)

Booking abilityselect the from dropdown box
Bookable bookable in all systems
Blocked externally blocked in CETS and Internet
Blocked for new bookings onlychanges in old files are possible
Closed as individual service only bookable in a package
Closed as individual service for CETS only bookable in a CETS package
CRS blocked blocked in CETS only
Fully blocked blocked in all systems
Invoice suppliermandatory – always select the address of the hotel or service provider for all other services – this address is printed as service provider on voucher, invoice & request report as well as on itinerary
Destinationmandatory - select the address of the destination agency – if no destination agency existing then take the service supplier address from Unique Travel number 1124 – this address is printed as charge to on the voucher
Request tomandatory - select the address where the request is send to
Pax list tomandatory – select the address where the passenger list is send to
Leave the other fields open

Tab "Options 1"

Always include this service in RQ Handling flag always for the request handling
Confirmation of important notes flag always (there will be a popup in Genesis and CETS if you have important notes about the hotel)
 as soon as you set the flag, a new tab (warnings) will open automatically
Vacancy format select the relevant vacancy format (used for Genesis availability)
for hotel services always select Hotel (daily)

• for flight services always select Flight
• for roundtrips & cruises always select Hotel (weekly)

for all other services no vacancy
Category select the category of the hotel

Tab "Options 2"

Combinations flag and fill out either "Requirement", "Booking code", "Service type" or "Destination", if this service is only bookable in combination with other services
Statistic Codes
Type of travel mandatory - select the right type of travel
Destination mandatory – select the right type of travel
Transportation mandatory – select the right type of travel
 Description of the statistic codes see next page
Meal Plan select the standard meal plan (this is valid for all service – room - types in this booking code)
Leave open for flights, transfers, excursions etc.
Booking code – Season boarding if the standard mealplan will be different during a certain time, you can select the boarding type and define from/to which date it will be valid (this would be valid for all room types in this booking code)
(e.g. the standard mealplan during Christmas would be fullboard)
"Take boarding to Genesis over" Always flag otherwise the defined standard or season or service type oriented meal plan is not displayed accordingly in Genesis booking mask

Tab "Texts"

Service Description leave open for flights, transfers and hotels
Enter the relevant description in German, French and English (multilingual) for roundtrips, cruises and all other services
This description is printed on all documents as like invoice, request report and voucher
Warnings Within the warnings you may display warnings as like "hotel renovations" but also close the hotel for specific dates, as well define a minimum number of nights booked etc.
The handling of warnings is described within the warnings manual
Leave the other fields open – they are not in use for Kuoni

Tab "Service types"

NewClick on button "New" to create a new service (room) type
EditMark an existing service (room) type and click on "Edit" to do modifications or just double click on the designated service (room) type
DeleteMark an existing service (room) type and click on "Delete" if you want to delete it.  this is only possible if the service (room) type has never been booked!
With the arrows on the left side, you can change the order of the service (room) types in this booking code.
After clicking on "New", the following dialog opens

Description of the service type:
Internalenter the room type in German and French as it is a multilingual field and will be printed on invoice report
Supplierenter the room type in English for the supplier this field is printed on voucher and request report

Subtab "Code"

Code combination select the right code combination from the dropdown box
Explanation of the codes see on separate excel sheet
IMPORTANT: NEVER CHANGE ANYTHING WITHIN THE CODES !
Check of occupancy if the standard occupancy of the above code is not corresponding with the contract and/or brochure, you can select a "special" code from the dropdown box. Please refer to your super user to open up a new code.
Service type - Season boardingif the standard mealplan will be different for a specific room type, you can select the boarding type for the code selected.
(e.g. the standard mealplan is ZF but for room type A31 Suite HP)
If the standard mealpplan will be differenet for a specific room type and period, you can select the boarding type for the code selected and add the from/till period.
(e.g. the standard mealplan during Christmas would be HP for room type all room types except for A31 Suite FP)
Always flag "Take over boarding to Genesis" if you use the service type boarding




Highlighting/Booking abilityPlease define the booking ability for a specific service (room) type, if this is not equal to the booking ability of the booking code.
Bookable bookable in all systems
Blocked externally blocked in CETS and Internet
Blocked for new bookings onlychanges in old files are possible
Closed as individual service only bookable in a package
Closed as individual service for CETSonly bookable in a CETS package
CRS blocked blocked in CETS only
Fully blocked blocked in all systems
Leave the other fields open
Code combinationsleave all fields open
Allotment assignment/Allotmentselect the right allotment from the dropdown box
See on manual "Allotment" how to create an allotment
Leave the other fields open

Subtab "Options"

Combinations:
Only define the combination "Requirement", "Booking code", "Service type" or "Destination" for this particular service type, when the combination with other services is different from the combination of the booking code.
Warnings
Important not type of service Within the warnings you may display warnings as like "renovations" but also close the service (room) type for specific dates, as well define a minimum number of nights booked etc.
The handling of warnings is described within the warnings manual

Subtab "Textmodule"

The text module is used for the travel itinerary. A specific description (done in Word) could be assigned to a specific service (room type) of a hotel.
Details about the "Text module itinerary handling" are described in the text module itinerary manual.

Subtab "Extra beds"

This function is not in use at Kuoni Travel

Tab "Periods"

To create periods (important for roundtrips, charter flights and packages with fix dates), click on button "Assistant" and fill out the following dialog


From / Till Datedefine the validity of the complete booking period of the specific booking code
Durationenter the duration for each departure
Daysflag the days of departure
Recurrencemark if it is weekly or every 2 week etc.
 confirm with OK


















Output

The dates can be deleted and/or the status can be changed.
Dates checkselect "No check" if this dates are only for information use – selection on Genesis service search but can be booked on all dates
select "Date check" if you want to limit bookings only for these dates in general (internal and external bookings) for example round trips or flight services.
Select "Term check for CRS only" if you want to limit CETS bookings only for these dates
If arrival and/or departure is only possible on certain days or if there is a minimum stay of nights, click on the button next to Arr.-/Dep.day


DaysA=Arrival / R=Departure
Mark the days where arrivals and/or departures are allowed
Enter a from/till date if it is valid only for a certain date period
Leave open if arrival and/or departure are always allowed
Minimum stay (Nights)
Stay fromInsert minimum stay (nights) for example 2 for 2 nights minimum stay
Stay tillInsert maximum stay (nights) for example 99 nights maximum stay
Period fromInsert relevant period from date if minimum/maximum stay is only valid for a specific period
Period tillInsert relevant period till date if minimum/maximum stay is only valid for a specific period
Week daysSelect the relevant week days where the minimum/maxmimum stay is valid for (example minimum stay of 3 nights is only for arrivals on Thursday, Friday and Saturday then only select these week days)
Validity Select the corresponding validity of the period defined
Undefined Select if no period is used
Departure in period if departure is required within the defined period
Departure and arrival in periodif departure and arrival (service return) are required within the defined period
Stayif the general stay of the service is required within the defined period

Tab "Text module"

The text module is used for the travel itinerary. A specific description (done in Word) could be assigned to a booking code containing pictures, arrival & departure information, maps etc.
Details about the "Text module itinerary handling" are described in the text module itinerary manual.

Tab "Warnings"

Please find complete description about warnings in Warnings manual.

Tab "Print parameters"

Voucher:
Per personflag if there should be issued a voucher per person otherwise it will be per service
Numberenter the number of vouchers to be printer per service type (always 1)
Except for services where no voucher is required, as like flights, insurances, various costs etc.
With price / incl. taxnever flag not in use at Kuoni Travel
Other
Print service suppliers addressAlways select "Print service supplier's address for Hotel booking codes
If you want to print the service supplier's address for a roundtrip on the confirmation/invoice then select the flag otherwise leave open
Valid for
Flag Confirmation/Invoice, Itinerary, List of bookings, Passenger list, Request print/fax and Rooming list
 SAVE THE BOOKING CODE CONFIRM WITH OK

EXAMPLE FLIGHT BOOKING CODE

Tab "Booking Code"

Booking nameenter the departure and arrival plus the airline
Attention: comma etc. are not allowed because of CETS
Booking codeenter the booking code: 3-letter-code of the departure and arrival plus the 2-letter-code of the airline
RequirementSelect the right requirement from dropdown box ("Flight only" for 'Flugplauschale', "Charter Flights" or "Flight" for Scheduled Flights)
Requirement typeleave open
Price chartsin this window you can link purchase and selling price chart to a booking code (see manual Price Chart)
Manual prices allowedalways flag
Cancellation / Book.changein these fields you can link special cancellation and/or booking change charts to the booking code (leave open if the standard charts are applying)

Booking abilityselect the from dropdown box
Bookable bookable in all systems
Blocked externally blocked in CETS and Internet
Blocked for new bookings onlychanges in old files are possible
Closed as individual service only bookable in a package
Closed as individual service for CETSonly bookable in a CETS package
CRS blocked blocked in CETS only
Fully blocked blocked in all systems
Invoice suppliermandatory - select the address of the service (invoice) supplier
Destinationmandatory - select the address of the destination agency
Request tomandatory - select the address where the request is send to
Pax list tomandatory – select the address where the passenger list is send to
Leave the other fields open

Tab "Options 1"

Confirmation of important notes flag always (there will be a popup in Genesis and CETS if you have important notes about the hotel)
 as soon as you set the flag, a new tab (warnings) will open automatically
Vacancy format select the relevant vacancy format (used for Genesis availability)
for hotel services always select Hotel (daily)

• for flight services always select Flight
• for roundtrips & cruises always select Hotel (weekly)

for all other services no vacancy
Leave the other fields open

Tab "Options 2"

Combinations flag and fill out either "Requirement", "Booking code", "Service type" or "Destination", if this service is only bookable in combination with other services
Statistic Codes
Type of travel mandatory – Flug (FLT) in this example
Destination mandatory – select the right type of travel
Transportation mandatory – select the right type of travel
 Description of the statistic codes see on page 10
Leave open all other fields

Tab "Flight"

Kindselect between "Main outbound flight"  ex Switzerland
Or "Main inbound flight"  ex destination
Typeleave open
Airlineselect the right airline
Rotationonly in use for charter flights
Select the right rotation (see manual "Flight Rotation" to
create a rotation)
Do not check flight parameteralways flag  there is no check if it is a "Main outbound" or "Main inbound" flight which is usefull if you have vice versa flights or one ways
Leave the other fields open

Tab "Service Type"

New Click on button "New" to create a new flight class
Edit Mark an existing flight class and click on "Edit" to do modifications or just double click on the designated flight class
Delete Mark an existing flight class and click on "Delete" if you want to delete it → this is only possible if the flight class is not booked yet
With the arrows on the left side, you can change the order of the flight classes in this booking code.













After clicking on "New", the following dialog opens

Internal enter the description of the code (Economy Class / Business Class etc) in German and French, multilingual field → will be printed on confirmation/invoice
Supplier: enter the description of the code (Economy Class / Business Class etc) in English → will be printed on voucher & request report
Code combination:select the right code combination from the dropdown box
Explanation of the codes see on separate excel sheet
IMPORTANT: NEVER CHANGE ANYTHING WITHIN THE CODES!
Highlighting
Booking ability here you can defied the booking ability of this particular flight class
Only required if different than the booking ability of the booking code
Allotment select the relevant allotment from the dropdown box
Further details please see on manual "Allotment"

Tab "Periods"

Creating periods is very usefull for charter flights or allotment on scheduled flights.
Use the Assistant as described on page 17 – 20 within this manual.
The dates can be deleted and/or the status can be changed.
Dates checkselect "No check" if this dates are only for information use – selection on Genesis service search but can be booked on all dates
select "Date check" if you want to limit bookings only for these dates in general (internal and external bookings) for example round trips or flight services.
Select "Term check for CRS only" if you want to limit CETS bookings only for these dates
 SAVE THE BOOKING CODE CONFIRM WITH OK
he booking code has been created

COPY/DELETE A BOOKING CODE

Copy

Right mouse click on the booking code and select "Copy Booking Code"

A copy (without allotment and/or price chart) of the original booking code has been created and can be changed now. Don't forget to modify the booking name (in German and French), Booking code, addresses, category, meal plan, service types, periods, warnings etc.

Delete

Right mouse click on the booking code and select "Delete"

The booking code has been deleted. This is only possible when nothing has been booked on this booking code!